key trends and issues related to implementing document management and imaging in state and local governments

1. ECM IN STATE
AND LOCAL
GOVERNMENT
John Mancini
President, AIIM

2. About ECM and AIIM

3. Enterprise Content Management (ECM) = the tools and
technologies used to:
• Capture — move content (in any form) into your
repositories for reuse or retirement
• Manage — move it around the enterprise to drive key
applications and processes
• Store — put it in a logical place for easy access
• Preserve — long-term archival and storage
• Deliver — get to the right audience on the right device
…documents and content related to organizational
processes.

4. ECM = The mass of
unmanaged
electronic stuff in
your organization

5. We are the community that
provides education, research, and
best practices to help organizations
control information and maximize
its value.

6. Find, control, and maximize your
information.

7. AIIM = The largest community in
the world dedicated to helping you
manage and get value from your
electronic stuff

8. www.aiim.org/training

9. Current state of the
ECM industry

10. An industry in a period of great change...

11. Product focus→Platform focus

12. Aggregating content→Leveraging content

13. Structured and limited→ad hoc and ubiquitous

14. High cost per seat→Low cost per seat

15. Inflexible →Flexible

16. Transactions →Collaboration

17. High cost per seat→Low cost per seat

18. Why should I consider an ECM
implementation?

19. Why should I move beyond file
cabinets and paper archiving?

20. How do I articulate the value of ECM?

21. What can I do with ECM that I can't
do today?

22. The nature of organizational
“documentation” has changed more in
the past 5 years than in the previous
100...

23. ...and it isn’t going back.

24. The risk side of the equation...

25. Repeat after me...
This isn’t just about “records” in its
traditional definition.

26. 58%
how confident are you that your
electronic information is accurate,
trustworthy, and accessible?
% “slightly confident” or “not confident
at all”
State and local govt only, N=156

27. Federal Rules of Civil Procedure 26
and 34, which went into effect
December 1, 2006, use the term
“electronically stored information”
rather than the term “data
compilation” and identify it as a
distinctive category of information
subject to discovery obligations on par
with “documents” and “things.”

28. 40%
Imagine you are being sued...how long
would it take to find all the information
related to that person?
% more than one month
State and local govt only, N=156

29. This isn’t about being perfect.
But it is about having a defensible
process.

30. Disagree
25%
My organization takes its RM
obligations seriously. Agree
75%
Agree
My organization’s RM
38%
directives are consistently
Disagree
enforced.
62%
AIIM E-Mail Survey, large organizations only, N=582

31. The more I know
the more worried I
get
33% vs. 10%
“Fair” or “Marginal”

32. The benefit side of the equation...

33. 65%
On a scale of 1 (TERRIBLE) to 10
(EXCELLENT) the percentage
evaluating their overall effectiveness in
managing electronic information as 5 or
Less.

34. What do you see as the most important business
driver for document and records management (8
choices)...?
32% improve efficiency
28% compliance
17% better customer service
State and local govt only, N=156

35. Top interests next 12-18 months (14 choices)
RM and archiving = 77%
E-mail management = 62%
Business continuity/risk management = 40%
Statutory and regulatory compliance = 39%
State and local govt only, N=156

36. How would you compare the ROI of your distributed capture
implementation with other IT implementations?
worse much
4% better
8%
better
about the same
40%
49%
State and local govt only, N=75

37. What are the biggest pitfalls in
considering an ECM
implementation?

38. How do organizations typically quot;get
intoquot; ECM?

39. 25%
“I have heard of the term ecm with
regards to information management.”

40. The big three challenges (choose one)
Change management = 30%
Justifying the investment = 28%
Getting employee commitment = 24%
State and local govt only, N=156

41. What kind of planning do you need to
do to be successful?

42. Who has the most important role in determining
whether or not to implement an ERM solution?
31% IT
27% RM
23% Operations and Admin
State and local govt only, N=146

43. 62%
“how well do your it people understand
electronic records?”
1= “they know nothing”
10= “they are completely competent”
% 5 or less

44. Top three problems in managing a records or
document implementation (14 choices)...
41% lack of knowledge and
training
40% underestimated process
and organizational issues
project derailed by
35% internal politics
State and local govt only, N=156

45. www.aiim.org/training

46. Is this worth it?

47. PUBLIC SECTOR: How does the effectiveness of your
organization compare to your peers? (% “more effective” or
“much more effective”)
44
# of organizations viewing themselves as
effective = 2.3X more in strategic sample
19
No ECM Strategic ECM
AIIM State of Industry survey

48. www.aiim.org/training
johnmancini@aiim.org or www.aiim.typepad.com